Basic Principle:
CHOICE IN HACKNEY offers confidentiality to our service users. No information regarding our service users, including their use of our service, will be shared with anyone outside the service without the express permission of the service user, except in the specific legal or safeguarding circumstances outlined below.
1. Internal Discussions & Case Management
1.1 Service users engage CHOICE rather than an individual member of staff. Discussions of cases among CHOICE staff and specialist advisors do not constitute disclosure to a third party.
1.2 Service user data must be securely stored within CHOICE’s central filing system, whether in physical or digital form.
1.3 If the service user consents, CHOICE may use these records to support them in any proceedings.
2. Data Retention & Disposal
2.1 CHOICE retains records for a period of three years. After this period, records will be securely deleted or destroyed in accordance with data protection regulations.
2.2 Enquirers have the right to request access to their personal information, request corrections, or request deletion of their data, where legally permissible.
3. Security of Digital & Physical Records
3.1 CHOICE ensures that both physical and digital records are stored securely. Physical records are kept in locked filing systems, and digital records are protected through encryption, password protection, and restricted access.
3.2 If CHOICE uses third-party services (such as cloud storage or email providers), we ensure they comply with relevant data protection regulations to maintain confidentiality.
4. Exceptions to Confidentiality
4.1 Legal Requests & Law Enforcement:
CHOICE may be approached by the police or other authorities for information regarding a service user if they suspect a criminal offence. CHOICE will uphold its confidentiality principle and will not share any information without the service user’s express permission unless legally compelled (e.g., court order). Service users will be informed if such a request is made unless CHOICE is legally prohibited from informing them.
4.2 Suspected Criminal Activity:
CHOICE staff are not legally required to report knowledge of a crime unless the crime involves terrorism, in which case disclosure is mandatory under UK law.
4.3 Safeguarding Duty of Care:
If a service user is at risk of serious harm to themselves or others, CHOICE has a duty of care to report relevant information to appropriate safeguarding authorities, such as Adult Social Services.
5. Trustee & Public Disclosures
5.1 Members of CHOICE’s Board of Trustees will not be given confidential information about service users without their explicit consent.
5.2 CHOICE will never make public any details that could identify a service user.
5.3 CHOICE may share anonymised statistics or composite case studies for reporting or policy advocacy purposes, ensuring service user identities are protected.
6. Advocacy & Policy Work
6.1 CHOICE may highlight areas where legal or systemic changes are needed. However, confidentiality will always be maintained unless a service user has given explicit consent for their experience to be shared to benefit others.
7. Privacy in Service Delivery
7.1 A separate interview room is available upon request to ensure privacy during in-person consultations.
7.2 For remote services (such as phone or online consultations), CHOICE ensures confidentiality by using secure communication channels and limiting access to authorised personnel only.
This policy ensures that CHOICE IN HACKNEY upholds the highest standards of confidentiality, security, and legal compliance while providing critical support to enquirers.